Administrator- Department of Disaster Medicine

Touro University; Valhalla (NY); On-site; USD 52,000 - 65,000; Full time

Job summary

An educational institution in New York is seeking an experienced Administrator for the Center for Disaster Medicine. This role involves managing financial accounts, assisting with grant preparations, and providing administrative support to the Center Director. Key qualifications include a minimum of five years of experience, strong organizational skills, and proficiency in Microsoft Office. The role offers a competitive salary ranging from $52,000 to $65,000 per year.

Qualifications

• Minimum 5 years of experience supporting senior-level professionals, preferably in a college setting.
• Experience in executive assistance and office management is desirable.

Responsibilities

• Manage financial accounts and ensure budget compliance.
• Assist in preparation of grant proposals and marketing materials.
• Coordinate educational programs and curriculum development.

Skills

Financial planning

Organizational skills

Proficient with Microsoft Office Suite

Problem-solving skills

Education

Bachelor's degree

Master's degree or equivalent experience

Tools

Microsoft Office Suite

Adobe Acrobat

Financial software

Job description

Overview

The Administrator will be involved in all aspects of the operation of the Center for Disaster Medicine and will support the management of projects across the Center including research, consulting, and education and training program delivery. Additionally, the Administrator will provide executive support to the Center Director and will serve as the key point of contact for all Center business, both internal and external. The Administrator will work closely with the Center Director on a variety of activities including, but not limited to: preparation of grant proposals, fundraising, marketing, coordination of courses, training programs and other Center activities, daily administrative support of Center business, accounts payable and receivable, reconciliation of financial statements, work orders, invoices and check requests, processing purchase orders, preparation of reports, ordering equipment and supplies, and other tasks as directed. The role will also support the educational program, including assisting in presenting and developing curriculum in the teaching of programs. Exemplary administrative, organizational, and problem‑solving skills are required, along with the ability to work independently, be self‑motivated and proactive in supporting the needs of the Director and the Center, adhere to project deadlines, multi‑task projects, prioritize responsibilities, and interface with students, faculty, hospital, and NYMC senior management.

Responsibilities

Financial & Administrative

• Responsible for daily management and reconciliation of all Center for Disaster Medicine accounts; track revenue and expenses for all accounts in real time for accuracy and compliance with budget; confirm internal tracking with NYMC and Touro systems to validate accuracy of both; reconcile monthly expenses on Center credit cards.
• Prepare check requests, purchase orders, and travel advances/reimbursements; problem‑solve any issues with these items.
• Process and maintain a log and file of all Center contracts, agreements and accreditations.
• Invoice all clients (individuals and organizations) for all services provided by the center and ensure accounts payable functions are completed in line with NYMC systems and policies.
• Assist Director with budgeting, grant reporting and annual report creation.

Operational Management

• Direct planning and ensure all operational needs are met with input and direction from Director, Deputy Director and Center instructors for all Center courses, programs and activities.
• Ensure all equipment, supplies and catering are provided as needed for all Center programs.
• Plan and execute all aspects of the Center’s quarterly symposiums.
• Maintain mailing lists and contacts nationwide.

Public Relations & Fundraising

• Work closely with University Development Office on external funding opportunities and prepare documents for grant submission.
• Maintain up‑to‑date Center marketing materials, including print literature, and the Center website.
• Coordinate media requests, communications materials, press releases and marketing materials with the Office of Public Relations.
• Manage Center’s social media platforms.

Education Activities

• Interact with faculty and students.
• Schedule interviews for student internships, rotations and research; coordinate student credentialing with clinical sites for student clinical rotations in Center courses, research and activities.
• Work with faculty to develop curriculum and obtain continuing education credits.
• Schedule training programs, manage registration and payment, process certificates and market educational programs.
• Ensure all educational program required paperwork is completed and filled, including post‑course evaluations.
• Maintain processes and all files for all instructors, courses, programs and educational accreditations and sponsorships.

Grant & Research Activities

• Assist in the preparation of grants and responses to requests for proposals.
• Create draft reports for all funders in the required format and with the requested data.
• Work closely with the Center Director and associated investigators to perform the activities associated with research projects.
• Manage databases, perform basic data entry, and run analyses as requested.
• Assist in the submission of manuscripts to journals for publication, and abstracts to conferences for presentation.
• Coordinate with external research partners.
• Prepare progress reports as requested.
• Assist with IRB submissions.

Executive Support

• Maintain the Director’s calendar and schedule meetings.
• Answer director and center’s phone calls, respond to requests for information, interact with students and faculty, order supplies and equipment as needed.

Other Duties

• Perform other duties as assigned by the Director and Deputy Director, Center for Disaster Medicine.

Qualifications

Education/Experience

• Minimum 5 years of experience reporting to senior‑level professionals, preferably in a college or university setting; experience in executive assistance and office management is desirable.
• Bachelor’s Degree required; Master’s degree or equivalent educational and professional experience preferred.

Knowledge/Skills/Abilities

• Knowledge of financial planning, accounting, grant reconciliation, and financial and accounting software.
• Proficiency with Microsoft Office Suite and Adobe Acrobat; familiarity with Adobe Illustrator and Creative Suite is preferred.
• Proficiency with operation of office machines such as fax, scanner, copier, printers and PCs.
• Prior experience and knowledge of educational programs, EMS, first responders, disaster medicine, research and grants preferred.

Minimum Salary USD $52,000.00/Yr.

Maximum Salary USD $65,000.00/Yr.